PA and Contract Overview

1. PA and Contract Overview FALL 2014

2. For NTT Faculty Each Semester • Start with Filemaker • Use both the PA form and the Offer & Acceptance on Filemaker • The Offer & Acceptance is also known as the “contract”, the “page 2”, or the “O&A”

3. You can rely on Filemaker for the following information only: • Name • Employee ID# • Dept ID# • Mail Drop

4. You need to login to Peoplesoftto verify everything else: • Record # • benefitted or non-benefitted status • Position # or job code • Union code • Supervisor name • Supervisor position # (for benefitted NTTs) • Supervisor ID# (for non-benefitted NTTs) • Bi-weekly and annual salary • Past and present funding/chartfield details

5. Where do I find the “record number”?

6. The dates for FA14 contracts: Effective Date: 09/01/14 Expected Job End Date: 01/24/15

7. CommonAction Reasons and Action Codes for NTT PAs and Contracts (use as many as apply) • DTA RAP for reappointing BENEFITTED folks in connected semesters • REH CON use this to rehire NON-BENEFTITED folks in connected semesters • HIR HIR for folks new to the university • REH TBN use this if someone is going from 4, 3, or 2 courses down to 1 because they will lose benefits. Please note “loss of benefits” in the comments box. • REH REHuse to rehire folks who did not work here last semester, but worked here the semester before • REH NTB use this for folks who are now eligible for benefits (NTTs are automatically eligible for benefits if they are teaching an FTE of .75 OR if they have taught for 3 consecutive FA/SP semesters at FTE .50). Please note “new to benefits” in the comments box • DTA FCG use this if the chartfield has changed from last semester (verify on “dept budget table”) • DTA CITuse this if someone is teaching more/less courses than they did last semester • DTA LUN move to Union from Non-union (do this after the first complete year). Please note “move to Union” in the comments box and add the appropriate code in the Union Code box (most likely B40) • TER CCO use this if someone worked last semester but is NOT working this semester. This is important, as some people may continue to be paid even though they no longer work here.

8. Comments box Please list courses, including sections and numbers and any other important information in the comments box. For Example: • “Teaching ENG101-8 (#4567) for FA14” (be sure to include “ENG” of “PHIL”, etc) • “enrollment is over 70 students—instructor should be paid double” • “loss of benefits” • “eligible for benefits” • “move to union” • “Teaching ENG101-08 for CLA and ENGL102-04 for CAPS” You cannot put too much info in the comments box; in fact, the more the better!

9. Where do I look to see if someone is benefitted or not?

10. Where do I find someone’s position # and job title (if they are benefitted)?

11. Where do I find who a benefitted NTT reports to?

12. Where do I find someone’s Job Code and supervisor ID# (if they are non-benefitted)?

13. How do I know if someone is eligible to get benefits? • Once an NTT becomes a union member, the clock starts toward benefitted status. He/she must have been employed 3 consecutive academic semesters (fall/spring) at 50% time or greater (generally, 2 or more courses/semester). At the start of his/her fourthsemester, he/she will be eligible for benefits.) • NTTs who are employed at 75% FTE or greater are immediately eligible for benefits. Having benefits is separate from union membership or probationary status. (For example, a new hire who teaches 3 courses their first semester will be benefitted but will still be considered probationary and not a member of the union.) • Whenever benefits are paid, the NTT faculty member will have the title of Lecturer I and must receive the minimum base for the Lecturer I salary.

14. What does “probationary” mean? • The contract defines the probationary period as three consecutive years of teaching at least one course at UMB. • A course can be in any college and in any semester, (including Winter and Summer sessions). • If you are moving an NTT faculty member from probationary to post-probationary status, please let the dept. chair know, since there is a review process they will want to make sure has taken place.

15. If an NTT is newly eligible for benefits, what do I put on the PA? • use Action Reason REH and Action Code NTB • in the comments box, add “move to benefits” • Check off the “benefit” box in the Position Data section of the PA form • Leave the position# blank because it will be assigned by HR • Write the title in the Position Title box (ie “Lecturer I”) • Add the supervisor’s name to the “Reports To” line • Look up the Supervisor’s Position# on another benefitted NTT’s Peoplesoft record

16. How do I figure out someone’s FTE? • Generally, FTE and standard hours for NTT faculty are as follows: • FTE .25 = standard hours 10 (1 course) • FTE .50 = standard hours 20 (2 courses) • FTE .75 = standard hours 30 (3 courses) • FTE 1.0 = standard hours 40 (4 courses)

17. How do I figure out someone’s salary if they are teaching MORE courses this semester than last? For example: If Peoplesoft shows the NTT faculty member currently working .50 FTE / 20 hours (teaching 2 courses) at a bi-weekly rate of $1200, but this semester he will be teaching 3 courses: $1200 bi-weekly ÷ 2 courses = $600 $ 600 bi-weekly x 3 courses = $ 1800 $1800 bi-weekly x 26 pay periods = $46,800 annual salary $46,000 ÷ 2 semesters = $23,400* salary for THIS semester *put this number in “amount” in the Chartfield Details on the PA form

18. How do I figure out someone’s salary if they are teaching LESS courses this semester than last? For example: Peoplesoft shows the NTT working 1.0 FTE / 40 hours (teaching 4 courses) at a bi-weekly rate of $2400, but this semester, he is teaching 2 courses: $2400 bi-weekly ÷ 4 courses = $600 $ 600 bi-weekly x 2 courses = $ 1200 $1200 bi-weekly x 26 pay periods = $31,200 annual salary $31,200 ÷ 2 semesters = $15,600* salary for THIS semester *put this number in “amount” in the Chartfield Details on the PA form

19. Where do I find out someone’s Union code?B40 is for NTT faculty in the Union (if they have worked here over a year)B00 if for NTT faculty not yet in the Union (if they have been here less than a year)

20. You must use Department Budget Table to confirm the correct funding source for each PA

21. Where do I find Department Budget Table in Peoplesoft?

22. To use the Department Budget Table, enter the employee ID# and click on the current academic year

23. What is the “current” Academic Year? This can be a bit confusing, but if you remember to “think ahead”, you will always know the correct Academic Year (AY): FA13 and SP14 are AY14 FA14 and SP15 are AY15 FA15 and SP16 are AY16

24. In Dept Budget Table, if the % is less than 100 for a speedtype, click on “next” to see all the chartfields used for a given semester (this is what is referred to as “split-funding”). Record all the %’s on the PA form in “Past Funding”.

25. Click on “Chartfield details”…

26. …to see the Chartfield information

27. Take a moment and add Department Budget Table to your favorites (even if it isn’t your favorite)

28. CLA NTT GOF Chartfield Here is the appropriate chartfield for the NTT faculty in your department who are teaching CLA courses (this is not inclusive of CAPS, Academic Support courses, or other programs or colleges that have their own chartfields, so those PAs will be “split-funded”). • HR Combo Code: B107982 • Fund: 51161 • DeptChartfield: B005702000 • Program: A00

29. What if an NTT is teaching for us and for CAPS? For example: if an NTT is teaching 3 courses, 2 for your dept and 1 for CAPS, fill in the PA as you would if all the courses were for you, with the following differences: • Write in the Comments box which courses are for CLA and which are for CAPS. For example: “teaching ENG101-01(#4567) and ENG101-02(#6789) for CLA and ENG457-01(#9876) for CAPS • in the Chartfield details, add the NTT GOF account and the appropriate % associated with all the courses. If 2 courses are for your dept and 1 for CAPS, the NTT GOF % would be 66% (which is 2/3). • Forward the PA and contract to me and I will notify CAPS that the PA and contract are ready for them to add their chartfield info • CAPS will complete the contract and return it to your department for the NTT faculty member’s signature; return the signed contract to CAPS

30. The Contract (also known as “page 2” in Filemaker, the “Offer and Acceptance” or the “O&A” Although this form is mostly auto-populated when you fill out the PA form, there is still some info that you need to add manually: • In the comments box, please cut/paste exactly what you have in the comments box on the PA. • If this is a one-semester contract (as most are), please add: “to be paid ½ annual salary for FA14 semester” in the comments box. • Please add your contact information at the bottom of the form • Please make sure “academic” is checked off in #7, Appointment Basis.

31. Print the Instructor’s Schedule from WISER and attach it to the PA and Contract

32. What if an NTT faculty member taught last semester but is not teaching this semester? • Even though you put a “Job end date” on the faculty member’s last semester contract, you must prepare a termination PA or else they might continue to be paid. This has happened! • Use codes TER CCO. No comments are necessary, but be sure to fill in past funding. • If/when he returns to teaching, you can rehire him with the codes REH REH.

33. Lastly…… • Forward the following to Lisa Greggo: • paper copies of the PAs, • Paper copies of the unsigned contracts, and • printed instructor schedules • Lisa will review the forms and sign them before returning them to you • Have the faculty member sign and date the contract and forward all back to Lisa. Reminder: CAPS PAs and contracts get returned to CAPS

34. The End